CAMPAIGN COOrdINAtOr. OrIENtAtION MANUAL. United Way of York County, SC UnitedWayofYC.org

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1 EMPLOYEE CAMPAIGN COOrdINAtOr OrIENtAtION MANUAL United Way of York County, SC UnitedWayofYC.org

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3 WELCOME FrOM EXECUtIVE director Dear Employee Campaign Coordinator, Thank you for leading the United Way campaign at your company. Your energy and commitment will bring resources into the community to impact and change lives. We are grateful you are investing your time and talent to help others. As the leader of United Way, I am honored to team up with you and I am available if you need me. The theme of our United Way Fundraising Campaign is Be The One. Each member of the campaign teams in York County will make a meaningful difference to the success of our work. It takes one person to raise one dollar to help one person. Your energy and talent will help us become the most respected and impactful giving circle in York County. We are in the business of philanthropy. The benefit of our work is a hand-up to people without a voice or resources. The people in turn have access to hope and the chance to become active and vibrant members of the York County community. As part of the team, please help us make it easy for donors to give to United Way. In addition, I am committed to making it easy for you to be successful. The goals for the United Way of York County fundraising campaign are: 1. Listen to donors. People who give want to also be heard. 2. Improve the fundraising process. Your ideas matter and we want to hear them. 3. Raise as much money as we can to make the biggest impact we can. Honor current donors and discover new resources. You and your company are leaders in York County. We thank you and look forward to a successful year because of you. Sincerely, Rebecca Melton President United Way of York County, SC

4 We create relevant solutions to social issues through community partnerships so that every person has access to opportunities for a better quality of life.

5 INTRODUCTION United Way of York County, SC (UWYC) focuses on the key indicators of a thriving community Education, Financial Stability, and Health because these are the building blocks for a good quality of life. We all win when people have access to quality education that leads to a stable job, enough income to support a family, and good health. Our goal is to be the leader in convening people and organizations to create lasting changes in our community. History UWYC has provided a strong foundation to improve lives since its creation in Formerly comprised of three different branches, the organization was created in response to various fundraising techniques that had been established. Through our evolution we have successfully served as a central fundraising organization for local nonprofits for more than 70 years. Just as the economic, social, and philanthropic landscape has evolved, so has the work of UWYC. Along with our partners and volunteers, we continuously assess the needs of the community and respond to both long-term and short-term goals focused on achieving sustainable results. In 2005, UWYC began to implement a new operating model known as Community Impact. The purpose of this model is to create lasting changes in human service issues that people care about most. Vision LIVE IN A WOrLd WHErE ALL INdIVIdUALS ANd FAMILIES ACHIEVE their HUMAN POtENtIAL through EdUCAtION, FINANCIAL StABILItY ANd HEALtHY LIVES. Mission OUr UNItEd WAY WILL BE the NON-PrOFIt LEAdEr IN IdENtIFYING COMMUNItY NEEdS, FACILItAtING COLLABOrAtIONS, ANd MAXIMIZING resources to POSItIVELY IMPACt OUr COMMUNItY.

6 COMMUNItY ANd COLLECtIVE IMPACt United Way of York County The United Way of York County strives to advance the common good in York County through advocacy in the priority areas of Education, Financial Stability, and Health. Strategic focus on these priorities will build and support thriving communities, families, and individuals throughout the state. Education- Support and nurture our children by thriving to: Increase the high school graduation rate Improve the school readiness factors Financial Stability- Assist communities, families, and individuals by working to: Promote Community, Economic, and Workforce Development Support Financial Independence Health- Improve the health of our communities by driving to: Increase access to healthcare Promote healthy lifestyles

7 HOW YOUr COMPANY CAN MAKE the BIGGESt IMPACt AdVOCACY tell us what community issues are important to your company Arrange an off-site volunteer opportunity for your staff We can bring volunteering to you with an on-site volunteer experience! VOLUNtEErISM Learn about community issues Cheerlead for a cause with United Way Start conversations with colleagues, friends and family about social issues that matter to you Join in on one of our partnerships: - Project Connect -Winter Warming Centers -teams Summer Program - Sleigh Bell Network Encourage colleagues to participate, too! ENGAGEMENt GIVING Host a workplace campaign Invest in United Way with a corporate gift Sponsor a United Way event Encourage Leadership Giving options CONtACt US to GEt StArtEd: United Way of York County (P)

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9 title: EMPLOYEE CAMPAIGN COOrdINAtOr (ECC) Summary: Lead the United Way workplace campaign at your company while raising awareness of critical needs in York County and engaging employees with United Way. duties and responsibilities: - Attend ECC training meeting. - Obtain top level support from the CEO or manager at your organization. - Recruit your co-workers to form a United Way committee that represents all departments. - Coordinate with United Way staff to develop an action plan and timeline. - Launch your campaign with a kick-off meeting or rally. - Create United Way advocates within the company using United Way messaging plan. - Promote United Way throughout the company. - Make the campaign fun and exciting for all participants. - Keep in constant contact with your United Way representative. - Close out the campaign following standard financial procedures. - Thank all company donors. - SWOT your campaign and make recommendations for following year. resources: Your United Way representative is here to help! Call to speak with the workplace campaign manager. Printed materials are available for ECCs to use during their campaign.

10 running A UNItEd WAY CAMPAIGN As a United Way corporate partner, we need your help to get the word out to the community regarding our work in creating lasting change. Community Impact is created when the community joins together to focus on root causes. Our work in Education, Financial Stability, and Health cannot be accomplished without your assistance in raising the required financial resources. A well-executed United Way campaign will increase company spirit, educate employees, and create an impact in the human services sector of York County. StrUCtUrE Typical United Way campaigns are conducted in a range from one week to one month, depending on the culture of the organization and activities planned. Successful campaigns contain these elements: Support and endorsement from top leadership A team based approach from a campaign committee Educational component focused on United Way impact A meeting with employees that includes a United Way speaker (free food helps!) Optional events such as agency tours Fun activities and incentives CAMPAIGN IdEAS Kick-off rally or Meeting Many companies like to have big kick-off events, such as breakfasts or lunches to open their campaigns. This is a great time for a corporate executive to give an endorsement of United Way and talk about upcoming campaign activities such as employee meetings, tours, incentives, and fund-raisers. This is also a good time for a United Way speaker. Incentives Campaign incentives can increase enthusiasm and participation, encourage employees to pledge promptly, increase the average gift, and encourage attendance at campaign meetings. Example Incentives or Raffle Criteria: Donor Incentives (gives certain amount, Leadership Membership) Any donor who turns in pledge card by a certain date Anyone who attends a meeting or tours an agency Company achieves $ goal or participation goal

11 recognition Once your office has reached its campaign goal, have a finale party and invite all employees. Announce amount raised and thank them for supporting the community. Serve refreshments and have prize drawings. Thank employees through some of the following ways: send thank you cards provided by United Way to contributors at staff meetings in company newsletters or magazine through bulletin boards payroll stuffer message of thanks personalized letter from the President personal phone calls made by President or board members thank you posters that include the names of all donors (consider posting in public places) Strategies to Increase Average Giving and Participation Appoint a senior manager to chair campaign committee Develop internal goals based on potential Ask CEO to solicit top managers Express appreciation to donors immediately Use tours, speakers, and testimonials from Partner Agencies Promote payroll deduction giving Set department and organization goals Ask CEO and top managers to be visible in all campaign activities Invite all employees to participate in campaign activities Use incentives Ensure all employees are given a pledge card and are asked to give Well-planned use of campaign materials and activities Use suggested giving levels

12 ECC CHECKLISt & timeline PLANNING Secure your CEO/top management endorsement for campaign. Attend Employee Campaign Coordinator training. Recruit your campaign committee from various departments. Recruit a leadership giving chairperson. Schedule meetings with your committee and United Way representative. Review your campaign history and set targets for this year s campaign (dollar, participation and special events goals). Share campaign goals with CEO/top management (including Leadership Giving). Ask CEO/top management to support leadership giving through hosting an event and inviting current and potential leadership donors. Plan details for leadership giving, and then set a leadership goal. Plan a campaign kickoff, including time, location, speakers, food, activities, and incentives, volunteer activities, agency tours, etc. Finalize campaign communication strategy ( s, posters, handouts, etc.). EXECUtION Begin promoting your campaign at least two weeks before your kickoff. Use United Way materials (brochures, posters, etc.) to build awareness. Kickoff campaign with a celebration! Take photos and educate employees about United Way. Distribute pledge forms or online giving information to employees. Conduct special events to make the campaign fun. Schedule a mid-campaign committee meeting to review results and keep everyone on task to meet your goal. Send a reminder about the end of the campaign. CLOSING the CAMPAIGN Report campaign results to employees and thank them for their participation and contributions. Finalize your reporting to United Way using finance procedures. Call your United Way representative to pick up report envelopes with donations. Hold a celebration event (speaker, luncheon, etc.). Evaluate your campaign and keep a summary for next year s ECC. Thank your committee and reflect on a job well done!

13 BESt PrACtICES: LEAdErSHIP GIVING Recruit a Leadership Donor in your company to serve on your committee. Someone well known and respected in the community who leads by giving. Someone supporting United Way of York County mission and work. Someone willing to make the ask to other leadership donors/prospects. Someone currently giving at the leadership level or willing to increase their gift to the leadership level. Use your United Way committee to assist in increasing leadership giving. Your committee can help identify prospects, cultivate prospects, speak at leadership giving events and solicitations, and help plan leadership events and other benefits of membership to recognize, thank and inform your donors. Identify Prospects Strategize with your United Way representative to determine giving potential and analyze prior leadership giving history. Create a prospect list. Who does your committee know who might be willing to give at a leadership level? Run Leadership Giving Campaigns within your workplace campaign Work with your UW representative to hold a special Leadership focused event. Send out personalized leadership packets to employees. Solicit prospects 1:1. Thank leadership giving donors in a timely manner Consider immediately thanking those donors giving at a leadership level. Send a personalized letter from your company s CEO and leadership giving coordinator thanking each leadership donor. Also consider planning a special event (such as a reception, lunch, or dinner) hosted by your company CEO to thank leadership donors for their support.

14 BESt PrACtICES: SPECIAL EVENtS Change Bandit A co-worker dresses as a bandit (as approved by company security.) Have them visit employees to procure spare change. Spare Change Jars Place empty jars near vending machines or gathering places. Ask employees to deposit spare change throughout the year for United Way. This can be a competition between departments to see who collects the most change in a time frame. Spelling Bee Hold a spelling bee, charge an entry fee. Have audience place bets on their favorite participants. Entertainment drive Employees donate new or slightly used books, videos, DVDs, board games, puzzles, etc. and hold a sale to benefit United Way of York County. dress down day Employees pay to not wear normal work attire. Get as casual as needed: jeans, tennis shoes, sports apparel, hats, slippers, etc. Bake Sale Employees buy employee-donated baked goods with donations benefiting United Way. Build Your Own Ice Cream Sundaes Have a wide variety of sundae toppings (nuts, fruit, cookies, gummy bears, crushed candy bars, whipped cream, cherries, etc.) available for employees to build their own sundaes. Ice Cream Cart On a hot day, visit employee cubicles and offices selling popsicles, ice cream sandwiches and other cold snacks. Donate proceeds to United Way. Potluck Post a sign-up sheet for employees to bring entrees, salads and desserts to ensure a variety of food. Decorate the room with a theme. Adjust entry fees for those who bring an item. tricycle race Teams race in relay format around the office parking lot on small bikes. Employees bet on which team they think will win. All bets go to United Way. Golf Putt Supply a putting green and club. Employees pay per putt for a chance to win prizes. Guess the Number Fill a clear jar with candy and have employees pay for a chance to guess the number of pieces in the jar. The most accurate guess wins the candy or another prize. Penny Wars Divide the office by department and have money jar assigned to each. Members of each department deposit pennies, nickels and dimes into their own jar and place quarters or green into the jars of other departments. Pennies count as positive while quarters and green are negative. The department with the highest positive number (or often the case, the least negative number) wins a lunch provided by the company. Charge Late Fees Employees, who arrive late for meetings, or any other tardiness, pay a fee to be donated to United Way. Bingo Purchase Bingo cards and distribute to employees. Every day, a Bingo number to all participants. The first one to reply with BINGO wins. The Bingo game continues until all prizes are distributed.

15 Guess the Baby Picture Employees bring their baby pictures to work and post the photos a few days prior to the event. Contestants pay to enter the contest and pay to match employees to their baby pictures. The employee with the highest number of correct matches wins a prize. Chili Cook-off Participants pay to enter their chili into the contest. Choose judges and determine prizes for 1st, 2nd and 3rd place. After judging, employees can pay to sample each chili. donut Eating Contest Employees raise money for United Way by sponsoring contenders on a per-donut-eaten basis. The winner is determined by either eating the most donuts in a time frame or the first to finish a set number of donuts. Karaoke Contest Each location, department or team nominates one employee to sing a song. Choose a variety of music or spotlight a particular theme of music. The winner is chosen by audience applause or a panel of judges. Balloon Pop Surprise Put a prize note in each balloon (soda, jeans day, gift card, candy bar, sports tickets, etc.) Be sure to have one big prize. Place balloons in a contained area and have participants pay to pop balloons for prizes. Front row Parking Raffle front row parking spots for a year, or during the winter months. Paid Parking Raffle/Auction off a year s worth of free parking. Lunch with CEO Auction or raffle off lunch with the CEO CEO s treat! Extra day Vacation Raffle/Auction off a day or ½ day of vacation. Jail Construct and decorate a jail made of cardboard. Managers are sentenced to the office jail for a determined amount of time or until they raise a set amount of bail money. Costume War Choose an executive to wear a costume for the day by placing money jars outside the office doors of willing participants. Up on the roof Solicit supervisors, managers, directors and CEOs to participate. Employees raise a set amount of money for the boss to spend a lunch period or a night on the roof in a tent. Plan a cookout, so everyone can watch the boss on the roof. Box raffle Boxes are placed in highly-trafficked areas with the name of a prize on each. Employees buy tickets and put them in the boxes corresponding to the prize they want to win. A winner is drawn from each box. Silent Auction The company donates auction items such as office furniture, printers, scanners, computers, corporate box seats at a sporting event, company apparel, etc. Employees can also donate items/ services. All proceeds go to United Way.

16 FINANCE PrOCEdUrES Pledge Forms FINANCE ENVELOPE GUIdE FOr ANNUAL CAMPAIGN Original copies must be returned to United Way. Make a copy of Payroll Deduction contribution pledge forms for your payroll department. When possible, encourage employees to print legibly. All pledge forms must be signed and dated. There is a $25 minimum for employees to be billed directly. Invoices will be mailed beginning in January unless otherwise noted. If donors would like their pledge form to be processed before the end of the year, the form needs to be returned to United Way prior to December 1, A home address is required for all employees requesting a direct bill. There is a $25 minimum for employees who wish to pay by credit card. Donors who want to pay by Credit Card will be contacted by United Way. Credit card processing will begin in January unless otherwise noted. If donors would like their pledge form to be processed and credit charges before the end of the year, the form needs to be returned to United Way prior to December 1, A billing address is required for all employees paying by credit card. Donors who wish to donate stock may note this on the pledge form and they will be contacted by United Way. Checks must be made out to United Way of York County. report Envelope Complete the financial information on the front of the Report Envelop, including ECC contact information and number of employees at your business. The sealed envelope must be received by United Way and will only be opened by the finance staff. We ask that you sign over sealed portion to eliminate any tampering during transit.